The MAINTENANCE WORK ORDER SYSTEM

By Larry Bush

A Maintenance Work Order System can be implemented in an organization
not using a current work order system. The new system can be implemented
in a series of steps in order to allow time for the changes to take
effect.

The first step must be a decision by upper management to select a work
order system and implement the system. With complete backing by upper
management, the system introduction and implementation will be a success.

A comprehensive work order system will be composed of the following
items:
* Paperwork - managing even a small maintenance effort will require the
storage and retrieval of large amounts of data; a computerized maintenance
management system is the most efficient method of handling this data and
information, however, a maintenance work order system can be implemented
and managed without a CMMS
* Shift Work Log - work time entries will cover entire shift;
breakdown/emergency jobs will be logged on the Shift Work Log; a carryover
or major job will require that a work order be written, approved and
issued for the job
* Inspection Rounds Sheets - various crafts will have machinery and
equipment inspection rounds and rounds sheets with logs to fill out during
the rounds; each rounds person will complete minor tasks, larger jobs will
require that a work order be written, approved and issued
* Maintenance Work Request Forms - each Department will have assigned
personnel to issue work requests to maintenance personnel and assigned
personnel to authorize Maintenance Work Order expenditures and overtime,
if required
* Maintenance Work Order Forms - a standard work order form will be
developed and authorized for use, each work order will be authorized,
planned, budgeted, logged, tracked, completed, analyzed and filed
* Machinery History Database - work will commence on identifying each
piece of equipment, machinery, system, building, and building components
in the physical plant; data will include all comprehensive information on
the item; each item entry will be assigned an individual, tracking,
identification number based on the government stock numbering system; all
new work on items with an ID number will be entered into the database; new
installations will be entered into the database
* Preventive and Predictive Maintenance Program - a preventive maintenance
program encompassing the entire physical plant will be gradually developed
and implemented; the program will begin with maintenance rounds of
critical equipment, machinery, and areas; preventive maintenance work
sheets detailing the work to be carried out will be developed for each
piece of equipment, machinery, and system that is placed onto the list
requiring preventive maintenance; those items not placed on the list will
be maintained on a breakdown basis; the preventive maintenance sheets will
be scheduled throughout the year on a staggered basis to spread the
workload more or less evenly
* Maintenance Planning - each work order will be planned; minor work will
be planned by the assigned craftsman with supervisory assistance as
required; major work will be planned by the assigned planner and/or
engineer (in smaller units, the Maintenance Supervisor will handle the
planning); all maintenance work will be budgeted and actual costs tracked
and accounted for
* Spare Parts & Consumables - a spare parts and material system will
be developed, approved, and implemented; parts and material will be
stored, ordered, tracked, maintained, and issued from a secure, central
stores room; a stores database system containing spares for the physical
plant will be developed and maintained by the stores personnel

Implementation of the new system will require a project manager. The
person selected for the project should be knowledgeable in maintenance
management and be given the necessary authority and approvals to carry out
the assigned task.